1-Event Rental and Entertainment Services RFP .docx

Magnolia Independent School District

Request for Proposals For Event Rental and Entertainment Services at Magnolia ISD

(RFP# 012026)

Issue Date: 01/20/2026

This document is a Request for Proposals for Amusement Rides, Inflatables, and other Event Rentals to be provided to Magnolia ISD.

Lauren Ebert Senior Buyer

Mailing Address:

P.O. Box 88 Magnolia, Texas 77353

Physical Address:

31141 Nichols Sawmill Road Magnolia, Texas 77355

TABLE OF CONTENTS

Request for Proposals

I. PROPOSAL PROCESS

1. Objective: Magnolia Independent School District (the “District”) is soliciting proposals from the entertainment industry (“the Proposers”) to provide amusement rides and inflatables. Scope of work is included at the conclusion of this solicitation.

2. Timeline:

3. Submission Deadline: All proposals shall be submitted through the Bonfire purchasing system on or before 10:00 a.m., 02/19/2026. Proposals will remain in the sealed state until the proper time. Faxed, emailed, and paper proposals will not be considered.

It is the responsibility of the respondent to ensure that their proposal and subsequent addenda, if any, arrive prior to the above stated Time and Date. Any proposals declared by the District to be “Late” will be deemed a No Response.

4. Communication: All inquiries and requests for information regarding proposal submission requirements shall be directed to:

Lauren Ebert Senior Buyer Magnolia ISD P.O. Box 138 Magnolia, TX 77353 Phone: 281.356.3571 Email: lebert@magnoliaisd.org

5. Proposal Acceptance: The District shall have the right to accept or reject any proposal. In particular, the District may reject a proposal not accompanied by data required by the RFP or in any way incomplete or irregular. Conditional proposals will not be accepted.

6. Contract Award: Award shall be made to the most qualified firm(s) whose Proposal is determined to be the most advantageous when taking into consideration the evaluation factors set forth in the sections that follow, including overall long-term value to the District. There is no obligation on the part of the District to award a contract. The number of vendors awarded this contract will be at the discretion of the District.

7. Addenda: Any changes to this RFP will be made by addendum and such changes will prevail over previously issued information. Addenda issued will be posted to the Bonfire System following a public notice. Each firm submitting a proposal is responsible to be sure the latest addendum is incorporated. Anyone obtaining RFP documents from a source other than the District must notify the District of a contact name, address, telephone, e-mail and facsimile number in order to receive any correspondence, including addenda.

8. Open Competition: The District encourages free and open competition. Whenever possible, specifications and proposal terms and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the needs of the District and the assurance of an economically and operationally sound solution.

9. Non-Collusion: Submission of a Proposal guarantees that the Proposal has been prepared without collusion with other firms and without effort to preclude the District from obtaining the best possible competitive value. The firm certifies that neither its officers nor its employees have bribed or attempted to bribe or influence in any improper manner any officer, employee or agent of the District, and that the firm has disclosed any known beneficial relationship between a District official and the firm.

10. Withdrawal or Modification: A Proposal may be withdrawn, but only before the Submission Deadline and only in its entirety. A withdrawn proposal may be resubmitted after modification, but only before the Submission Deadline. A Proposal may not be withdrawn or modified for a period of 60 days following the Submission Deadline.

11. Errors: The District is not liable for any errors or misinterpretations made in responding to this RFP.

12. Preparation Expense: All Proposals submitted in response to this RFP must be supplied at the sole expense of the proposing firm, irrespective of the final decision of the District as to contract award.

13. Inspection of Work: It is the responsibility of each firm to become fully informed as to the nature and extent of the work required and its relation to any other conditions.

14. Inquiries: The District will not provide verbal answers to inquiries or verbal instructions regarding the RFP. A verbal statement by any person representing the District shall be considered non-binding. The District is not liable for increased cost or other consequence resulting from the acceptance of verbal direction by a participating firm.

15. Interpretation: Any questions as to the meaning of the RFP should be directed in writing to the individual indicated above. The District will attempt to provide adequate clarification to specific questions directly to the firm submitting the question. Only in cases where the District discovers probable cause for all proposing firms to misinterpret the meaning and intent of the document will an addendum be issued. All clarifications and interpretations issued by the District will be final and binding upon the recipient. Cost or problems associated with misinterpretation of the intent of the RFP or because of failure to receive addenda or written clarification will be the responsibility of the proposing firm.

17. Sales Tax: The District is exempt from Federal Excise, State Sales and Transportation taxes. These taxes must not be included in the proposal, if appropriate.

18. Termination of Contract: Except as otherwise provided for herein, this contract may be terminated in whole or in part by the District for cause or no cause, upon thirty (30) days’ notice. The selected firm may terminate for cause or no cause, upon at least sixty (60) days’ notice to the District.

19. Selection: Selection shall be made of the firm deemed to be fully qualified and best suited among those submitting Proposals on the basis of the evaluation factors identified herein. The District may cancel this RFP, reject Proposals or any portions thereof at any time prior to an award, and is not required to furnish a statement of the reason why a particular Proposal was not deemed to be the most advantageous. Should the District determine (at its sole discretion) that only one firm is fully qualified, or that one firm is clearly more suitable than the others under consideration, a contract may be awarded to that firm. Should the District determine (at its sole discretion) that more than one firm is fully qualified, and it is necessary for the District to award more than one firm, a contract may be awarded to multiple firms.

20. NEGOTIATIONS: Final negotiations may be conducted with the selected firm in order to ensure the best overall program design and to achieve the best business arrangement for the parties.

II. PROPOSAL CONDITIONS

1. Type of Contract: The Contract shall be a firm fixed price Contract, based upon a per item price.

2. Prices: All prices shall be firm and fixed for the specified contract period of 1 year(s) upon mutual agreement of the parties. Vendor will provide all materials, equipment and labor necessary to complete the project. Prices for equipment and material shall be inclusive of all costs, including fuel, taxes, etc. The District shall not honor any hidden costs.

3. Contract Term/Option to Extend: The term of the contract shall be for one (1) year with the option of four (4) one-year extensions for a total contract term not to exceed five (5) years. The contract may be extended upon mutual agreement of the parties.

The initial term of the contract shall be effective April 01, 2026 through March 31, 2027.

4. Price Adjustment: Prices shall remain firm during the initial contract period. Any request for price increase must be submitted in writing to the District at least sixty (60) days prior to the possible renewal date. The District reserves the right to accept the price increases or cancel the contract and re-proposal the requirement, and will notify the vendor in writing within fifteen (15) days following the date of request. No increase shall be effective until approved by the District. Any decrease in the cost of the services due to a general decline in the market price or other effective factors shall be forwarded to the District with immediate inception into the contract.

5. Proposer’s Responsibility: Each Proposer shall fully acquaint itself with conditions relating to the scope and restrictions attending the execution of the work under the conditions of this proposal. It is expected that this will sometimes require on-site observation. The failure or omission of a Proposer to acquaint itself with existing conditions shall in no way relieve it of any obligation with respect to this proposal or to the contract.

6. Proposer’s Qualifications & Compliance with Requirements: The successful Proposer must meet or exceed the following qualifications and submit proof of compliance with each of the requirements listed below. Proposers must address each issue in writing and submit information in proposal package.

a. Proposer must be licensed to do business in the State of Texas and Montgomery County.

b. Proposer shall certify that neither the bidder, nor the person represented by the bidder, nor any person acting for the represented person has:

1. Violated the antitrust laws codified by Chapter 15, Business & Commerce Code, or the federal antitrust laws; or

2. Directly or indirectly communicated the bid to a competitor or other person engaged in the same line of business.

c. Proposer must have available the personnel and equipment necessary to service a project of this size and type. Proposer should have no less than three (3) years of experience in this type of work. The Proposer should have successfully contracted for a minimum of one (1) years’ service with at least one (1) account that is comparable in size and complexity to this contract. Submit this information through the Bonfire system.

d. Proposer must carry worker’s compensation and general liability insurance acceptable to the District and as set forth in Paragraph 30, below. Certificate of insurance will be required.

e. Submit a list of three (3) references including a contact person and telephone number where similar work has been performed. Submit this information through the Bonfire system.

f. Submit examples of required products when asked to provide them to the District.

g. The District may make such investigation as deem necessary to determine the capability of the Proposer to perform such work and reserves the right to reject any proposal if evidence indicates the Proposer is not qualified to perform the contract.

7. Permits, Licenses, Notices and Fees: The successful Proposer must pay for all permits, licenses, fees, and taxes and to give all notices and comply with all laws, ordinances, rules and regulations of the county of Montgomery, the State of Texas, the government of the United States, and any applicable regulatory agency.

8. Artwork/District Property: All artwork, or any other custom created art component related to the fulfillment of an order by the District becomes the property of the District. Originals or exact copies of artwork, negatives, electronic files related to the production of apparel orders shall be returned to the District upon request at no charge to the District.

9. Additional Work: At the option of the District, additional products or services may be requested.

10. Materials and Equipment: All materials and equipment required to perform under this contract shall be supplied by the vendor. The quantity and quality of all materials and equipment must be adequate to perform all work included in the contract.

11. Supervision and Safety:

a. The vendor shall be responsible for the supervision and direction of the work performed by vendor’s employees.

b. The vendor shall be responsible for instructing vendor’s employees in all applicable safety measures and requirements. All equipment used by the vendor shall be in safe operating condition at all times, and shall be free from defects or wear which may in any way constitute a hazard to any person or persons on District property.

c. All employees must be distinguishable by company uniform with company logo.

d. The vendor must fully adhere to the Federal Occupational Safety and Health Act. (OSHA)

12. Inspection & Acceptance: After award of contract, a District representative shall be assigned to inspect and accept all work performed under the contract. This includes monitoring the services, payments, modifying the scope of work if necessary, recommending termination of contract if necessary and evaluating the services provided. The District representative shall in all cases, determine the quality and acceptability of the work being performed under the contract.

13. Vendor’s Liability: The vendor shall assume liability for damage or loss resulting from the wrongful act(s) and /or negligence of their employees while they are on District-owned premises. The vendor or insurer shall reimburse the District for any such damage or loss within thirty (30) days after a claim is submitted.

14. Damage or Theft: Vendor shall be responsible for the repair or replacement to the satisfaction of the District, any damage to the facility caused by any employee of the vendor. The vendor shall be responsible for any loss or damage to property including money, securities, merchandise, fixtures, and equipment belonging to the District, or to any other person or organization to such extent as the District is legally liable for such loss or damage, if any such loss or damage was caused by the vendor or any employees thereof, while such employee is on the premises of the District as an employee of the vendor. Should it be determined that the vendor’s employees are responsible, the vendor is legally liable. Vendor shall always take a neutral position between employee and the District and investigate the matter in order to protect the relationship with the District.

The vendor shall also be responsible for any damaged goods that appear to be damaged upon arrival to the District.

15. Default: In case of default by the vendor, the District reserves the right to purchase any or all items and services in default in the open market, charging the vendor with any additional costs. The defaulting vendor shall not be considered a responsible Proposer until the assessed charge has been satisfied.

16. Non-Appropriations: Any contract entered into by the District resulting from this proposal invitation shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period or appropriated year.

17. Contract Administration: Questions or problems arising after award of this contract shall be directed to the District’s business office, 31141 Nichols Sawmill Rd., Magnolia, TX 77355.

18. Force Majeure: The vendor shall not be liable for any excess costs if the failure to perform the contract arises out of causes beyond the control and without the fault or negligence of the vendor. Such causes may include, but are not restricted to acts of God or the public enemy, acts of the government in its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, an unusually severe weather, but in every case the failure to perform must be beyond the control of both. The vendor shall not be liable for any excess costs for failure to perform, unless the supplies or services to be furnished by another party were obtainable from other sources in sufficient time to permit the vendor to meet required delivery schedule.

19. Publicity Release: Vendor agrees not to refer to award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the user.

20. Prime Vendor Responsibilities: The vendor shall be required to assume sole responsibility for the complete effort as required by the proposal. The District shall consider the vendor to be the sole point of contact with regard to contractual matters.

21. Nondiscrimination: The successful Proposer will comply with all federal and state requirements concerning fair employment of handicapped, and concerning the treatment of all employees, without regard or discrimination by reason of race, color, religion, sex, age, national origin or disability.

22. Restrictions/Limitations: No purchases are to be made from this contract for any item that is not listed or for any item that is currently authorized under any other contract awarded prior to this contract.

23. Contract Amendments, Modifications and Change Orders: Any change orders, alterations, amendments or other modifications hereunder shall not be effective unless reduced to writing and approved by the District’s point of contact, Mr. Adam Stearns and the vendor. All questions, problems or changes arising after award of this contract shall be directed to Mr. Stearns at 31141 Nichols Sawmill Rd., Magnolia, TX 77355.

24. Protection of Human Health & the Environment: The District requires all contractual activities to be in compliance with local, state and federal mandates concerning “Protection of Human Health and the Environment.” Any vendor doing business with the District will be required to document compliance and to specify prudent practices used by the vendor to address applicable mandates including, but not restricted to “The Hazard Communication Standard” SHA CFR 1910.1200 (SCRR Article 1,71-1010.1200). By submission of this proposal, the vendor agrees to take all necessary steps to ensure compliance with these requirements.

25. Employment: This section defines the intended employment relationships of all persons working within the services under any contract resulting from this RFP. The selected firm shall be an independent vendor of the District. The selected firm shall utilize and maintain its own employees and shall pay all costs, including salaries, wages, benefits, and taxes for its own employees. All firm employees shall use an identification card when on District premises.

26. Background Check: All employees of the selected firm must undergo a criminal background check prior to beginning work, if work is to take place on District property. No employee with a felony conviction or a conviction of sex crime, crime of moral turpitude or any crime against a child may be employed.

27. Pricing and Payment: The District is subject to the Texas Prompt Payment Act, Texas Government Code Chapter 2251. All invoices should be emailed to misdinvoices@magnoliaisd.org or mailed to:

PO Box 138 Magnolia, TX 77353

28. Payment Responsibility: The payment responsibilities of the parties will be clearly spelled out in the contract and in the proposal.

29. Regulatory Compliance: The selected firm will comply at all times with all regulations governing the services provided as a result of this RFP, and the District will fully cooperate with such efforts by the firm.

30. Insurance: The selected firm shall maintain with a company or companies, lawfully authorized to do business in the State of Texas, such insurance as will protect the firm from claims arising out of or resulting from the firm’s operations under any contract resulting from this RFP, and for which the firm may be legally liable, whether such operations be by the firm or by a subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Certificates of Insurance will be required naming the District as additional insured, to be provided within ten (10) days after notification of contract award. The District must be notified at least 30 day in advance of any policy cancellation.

General Liability Insurance – The selected firm shall provide the ISO Commercial General Liability policy for general liability coverage with limits of not less than of $1,000,000 per occurrence. Coverage shall be maintained without interruption from date of commencement of work until date of final payment.

Worker’s Compensation – The selected firm shall secure and maintain for the life of the contract valid Worker’s Compensation Insurance as required by law for all of the firm’s employees.

Automobile Liability – The selected firm shall secure and maintain for the life of the contract automobile liability insurance on all vehicles against bodily injury and property damage in the amount of at least $100,000 per person, $300,000 per occurrence.

Employer’s Liability - The selected firm shall secure and maintain for the life of the contract employer’s liability insurance with at least a $500,000 limit.

31. Waiver of Recovery: The selected firm shall waive all rights of recovery against the District.

32. Indemnity: The selected firm will indemnify the District against loss due to the selected firm’s negligent acts or omissions.

33. Assignment: No contract or its provisions may be assigned, sublet, or transferred without the written consent of the District.

34. Notices and Amendments: All notices and amendments must be in writing.

35. Jurisdiction and Venue: This agreement will be construed and governed in the State of Texas. Venue shall be in Montgomery County.

36. Small and Minority Firms, Women’s Business Enterprise, and Labor Surplus Area Firms: Magnolia ISD encourages the use of HUB, MWBE, and SBE both as prime and subcontractors. However, these entities must meet the same minimum standards and requirements as the prime contractor. It will be the responsibility of the prime contractor to pre-qualify any subcontractors offered as HUB, MWBE and SBE participants. The Vendor shall indicate on their submitted proposals whether or not they are a HUB, MWBE, or SBE vendor and with whom they are certified, e.g., State, City, Federal.

37. Interlocal Agreement with Other School Districts:

A. Membership: Magnolia ISD is a member in good standing of the Central Texas Purchasing Alliance (CTPA), an alliance of over 100 school districts in Texas representing millions of students, sharing information, services, and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

B. Adoption of Awarded Contracts: In support of this collaborative effort, all awards made by Magnolia ISD may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.031(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better contract pricing and purchasing terms established by the originating district.

C. Adopted Contract Management: The adopting district shall be responsible for the management of the new contract and all payments to the contracted vendor. The originating district shall have no responsibilities under the new contract agreement.

38. Buy America Act: Prevailing Wage Rates:

The District has a preference for domestic end products for supplies acquired for use in the United States when spending federal funds. Purchases that are made with non-federal funs or grants are excluded from the Buy American Act.

Vendor and all subcontractors of Vendor shall comply with all laws regarding prevailing wage rates, including, but not limited to, TEX. GOV’T. CODE Chapter 2258, applicable to the construction of a public work, and any related federal requirements, including the DAVIS-BACON ACT. In the event TEX. GOV’T. CODE Chapter 2258 applies to a product or service provided by Vendor to the District, Vendor and any subcontractor(s) shall comply with the prevailing wage rates set by the District.

III. PROPOSAL SUBMISSION

1. Proposal Submission: One Proposal document is to be submitted in an electronic format through the Bonfire bidding system. Please indicate with the response the name of the firm, contact person and contact information. The District reserves the right to request additional copies or information without cost or to duplicate information submitted as required for the purpose of evaluating Proposals.

Electronic Proposals will be received until 10:00am, February 19, 2026. Proposals should be submitted at:

magnoliaisd.bonfirehub.com

Emailed, faxed, and hand delivered proposals will not be accepted. Late proposals will be returned unopened.

2. Proposal Format: Proposals should provide a straightforward, concise description of the capabilities of the firm and must satisfy at least the basic requirements of the RFP. All required documents and questionnaires must be submitted and received in order for the District to recognize the proposal as valid. Emphasis should be on completeness and clarity of content.

IV. PROPOSAL EVALUATION

1. Evaluation Criteria: Proposals will be evaluated and contract award made based on the following criteria as provided in the Texas Education Code §44.031(b):

1. The purchase price;

2. The reputation of the vendor and of the vendor’s goods or services;

3. The quality of the vendor’s goods or services;

4. The extent to which the goods or services meet the District’s needs;

5. The vendor’s past relationship with the District;

6. The impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses;

7. The total long-term cost to the District to acquire the vendor’s goods or services;

8. For a contract for goods and services, other than goods and services related to telecommunication and information services, building construction and maintenance, or instructional materials, whether the vendor’s ultimate parent company or majority owner:

a. Has its principal place of business in this state; or

b. Employs at least 500 persons in this state; and

9. Any other relevant factor specifically listed in these specifications.

If specific criteria are stated in the proposal specifications, those criteria will supersede the general criteria identified in this section of the General Conditions. Consideration may also be given to any additional information and comments if they increase the benefits to the District. The Proposer must provide relevant information for the items above that will enable the District to evaluate the Proposer for each category.

2. Performance Investigations: As part of the proposal evaluation process the District may make inquiries and investigations, including visiting sites or obtaining verbal or written references from the firm’s customers, as applicable, for the evaluation pursuant to the above-stated criteria.

SCOPE OF WORK

1. Introduction The intention of this RFP is to solicit responses for event rental and entertainment services. This includes, but is not limited to:

· Inflatables

· Carnival Games

· Obstacle Courses

· Slides

· Tents, Tables, and Chairs

· Other Miscellaneous Entertainment Items

2. Percent Discount Vendors are encouraged to submit proposals indicating a percentage off current published master catalog, website or price list. The quoted discount shall be a minimum discount percentage. These items will be rented on an as-needed basis, from the awarded supplier(s) offering the best combination of most suitable product, price, delivery, and support. All of the terms and conditions of this request shall apply to these purchases.

3. Inspection of Equipment In order to legally operate in Texas, the Texas Department of Insurance now requires certificates of inspection for any party rental equipment such as amusement rides, inflatables and moonwalks. Equipment rented by the District must be inspected and must be listed on the Texas Department of Insurance website. In order to verify inspection, quotations submitted must list equipment description, serial number and inspection sticker number as it is listed on the Texas Department of Insurance website.

4. Insurance Requirements The owner/operator must provide proof of adequate liability insurance in accordance with the state and district requirements; submit a current certificate of insurance (COI) naming Magnolia ISD as an additional insured with a 30-day notification of any policy changes including cancellation or non-renewal.

A certified copy of an insurance policy demonstrating compliance with TEX OCC. CODE (TIC) ANN. §§2151.101(a)(3) and 2151.1011(b), and 28 TEX ADMIN CODE (TAC) §5.9004(b). The insurance policy must include a schedule of rides with the names and serial numbers of each ride insured by the policy.

· Class A Rides require limits of liability of not less than $100,000 bodily injury and $50,000 property damage per occurrence with a $300,000 annual aggregate or $150,000 per occurrence single limit with a $300,000 annual aggregate.

· Class A Ride: Any amusement ride with a fixed location and designed primarily for use by children 12 years of age or younger.

· Class B Rides except for Class B motorized train amusement rides and continuous airflow inflatable require limits of liability of not less than $1,000,000 bodily injury and $500,000 property damage per occurrence or $1,500,000 per occurrence combined single limit.

· Class B Ride: Any amusement ride not defined as a Class A ride.

Legislative Change Changes in the law that may be enacted by the Texas Legislature, in session, could alter the scope of requirements as stated in this document. The proposal should conform to all statutes in effect at the time of proposal opening.

Other Requirements The following requirements must be met:

District Rights The District reserves the right to:

1. waive any defect, irregularity, or informality in the proposal or proposal procedures;

2. reject any and all proposals;

3. accept any proposal or portion thereof most advantageous to the District;

4. request additional information or require a meeting with Proposer’s representatives for clarification;

5. cancel, revise, or reissue this request for proposal or any portions of it,

6. negotiate any conditions;

7. retain all other provisions even if any provision of the proposal is determined invalid;

8. modify deadlines; and

9. select any proposal considered to be in its best interest as determined by the District.

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